Note: this feature is only available for customers registered in the UK.
Upload fuel receipts to a UK mileage claim so your finance team can split the claim and reclaim VAT on the fuel element.
Who can do this
Admins can turn on the functionality per org level.
Submitters can add vehicle details and upload their fuel receipts.
How it works
Admin setup
Before anybody in your organisation can use it, an Admin needs to enable the upload of fuel receipts. It is turned off by default.
Go to ‘Settings’ and click on ‘Reimbursements’
Open the ‘Mileage’ tab
Put the toggle ‘Enable fuel receipt upload’ on.
Once this is done, employees will be able to attach fuel receipts to their mileage claims.
Note: If you have multiple entities, you can decide on a case by case basis for which entities you want to enable this feature, by going into their individual settings.
Uploading fuel receipts & vehicle details
Before employees can start uploading fuel receipts you need to upload your vehicle details. If you haven’t entered your vehicle details, you will be blocked from uploading fuel receipts.
Vehicle details
Vehicle details need to be added, so Moss can correctly calculate your reimbursable amount.
Only 1 vehicle per employee can be entered.
Upload your details on web
Hover over your name in the bottom left corner > click on ‘Profile’
There are 2 fields that need to be filled in called ‘Vehicle fuel type’ and ‘Engine size band’
Upload your details in the app
Open the app and go to ‘Profile’ > ‘Reimbursement information’.
Fill in the fields for your fuel type and engine size
Once you have filled out those details you can upload fuel receipts.
Upload fuel receipts
Uploading fuel receipt is part of the usual process of requesting a mileage reimbursement. A fuel receipt is not mandatory when you submit a mileage claim.
Learn how to request a reimbursement here.
Upload on web:
When you are creating a mileage claim, there is a section called ‘Fuel receipt’
Click on the button ‘Upload fuel receipt’ that is in that section
Upload on mobile:
When creating a mileage claim in the mobile app, there is a separate step, that will ask you, if you want to attach a fuel receipt.
You can choose to upload the receipt by taking a photo, from your photo library or uploading a file.
You can upload multiple fuel receipts, if you had to fill up your tanks multiple times.
Fuel receipts have to be dated before or on the date of the trip date to be considered valid. You can get more details by clicking on ‘Learn more’ under the ‘Upload fuel receipt’ button.
One receipt can cover more than one trip, as long as its value is enough.
Note: Receipts that got uploaded twice get flagged as duplicates.
VAT reclaims for fuel receipts
Moss calculates the reclaimable VAT on the fuel portion of the mileage reimbursement based on provided car details of submitters according to HMRC rules.
Exporting and downloading fuel receipts
Fuel receipts are exported together with mileage claims in the same way you export any other business expense.